Accounts Payable (AP)

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1. Overview

The Accounts Payable (AP) module manages the full procure-to-pay cycle. It tracks vendor records and payment terms, records vendor invoices with General Ledger distributions, processes payment runs, prints and emails checks, and reconciles bank accounts. The module integrates directly with the General Ledger so every transaction is immediately reflected in financial statements.

Key capabilities:

• Maintain a complete vendor master with addresses, contacts, payment terms, and GL distribution defaults
• Record vendor invoices and distribute them to any number of GL accounts, jobs, and cost categories
• Process payment runs selecting invoices by due date and capturing available early-payment discounts
• Issue individual checks with printing and emailing support
• Apply vendor prepayments against outstanding invoices
• Close out invoices that net to zero using Key Off
• Reconcile bank accounts against GL posting records
• Monitor AP health with a real-time dashboard

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2. Key Concepts

• Vendor Invoice — A bill received from a vendor for goods or services. Recording an invoice in AP creates a liability (credit to the AP Control account) and an expense (debit to the configured expense account). The invoice tracks the amount owed, due date, and payment status.

• Payment Run — A batch process that selects multiple open vendor invoices and generates payments (checks or ACH transfers) for all of them in a single operation. Payment runs are processed through the Pay Invoices screen and create check records that can be printed or emailed.

• Disbursement Group — A configuration that links a payment method to a specific bank account. When you select a disbursement group on a payment run or check, the system automatically knows which bank to draw from. Examples: “Weekly Checks” (linked to operating account), “ACH Payments” (linked to ACH-enabled account).

• Vendor Terms — Payment conditions that calculate when an invoice is due and whether an early-payment discount is available. For example, “2/10 Net 30” means a 2% discount if paid within 10 days, otherwise the full amount is due in 30 days. Terms are set per vendor and automatically applied to new invoices.

• Early-Payment Discount — A percentage reduction offered by vendors for prompt payment. When Precision Mechanical pays an invoice within the discount window, the discount amount is credited to the configured Earned Discounts account in the GL, reducing the net cash outlay.

• Bank Reconciliation — The process of matching GL bank account transactions against the bank statement to identify discrepancies. Cleared transactions are confirmed as matching; uncleared items are investigated. The reconciliation ensures the GL balance and the actual bank balance agree.

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3. How It Connects

Upstream — Where AP gets its data:

• Inventory (Purchase Orders) → When a PO is received in Inventory, the vendor invoice is recorded in AP with the PO as a reference. The PO line items can pre-populate the invoice distribution lines.
• Job Costing → Invoice distribution lines can be allocated to specific jobs and cost categories, creating job cost entries when the invoice is posted.
• Service → A work order’s Subs line items record a subcontractor vendor as a job/work-order cost line. These are not automatically turned into AP vendor invoices — a vendor invoice for subcontractor work must be entered manually via Post Invoice.

Downstream — Where AP sends its data:

• General Ledger → Every invoice posting creates GL entries (debit expense, credit the configured AP Control account). Every payment creates GL entries (debit the configured AP Control account, credit the bank’s Cash account). These flow through the Unapproved Postings approval workflow if configured.
• Job Costing → Job-distributed invoice lines create job cost entries that appear on the job’s expense tab and affect Actual vs. Estimate comparisons.
• Bank Reconciliation → Check payments posted from AP appear as transactions on the bank’s GL account and must be reconciled against the bank statement.

Key Integration Point — GL Distribution Defaults: Each vendor can have default GL distribution accounts configured on their record. When Maria posts an invoice for FastPipe Supply, the system automatically populates distribution lines with the vendor’s default accounts, saving data entry time and ensuring consistent account coding.

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4. AP Dashboard

Navigation: Accounts Payable → AP Dashboard

The AP Dashboard provides an at-a-glance view of outstanding payables, upcoming cash requirements, and payment activity. Charts that include a date selector will filter their data to show balances as of that date. Charts that include a date range selector show activity within that period.

Metrics and Charts

Total Overdue Amount A large metric widget showing the total dollar value of all invoices that are past their due date.

Accounts Payable Aging A dual-axis bar chart breaking open AP balances into aging buckets:

Bucket	Description
Current	Not yet past due
1–30 Days	1 to 30 days past due
31–60 Days	31 to 60 days past due
61–90 Days	61 to 90 days past due
90+ Days	More than 90 days past due
Prepayments	Unapplied vendor prepayment balances

The left axis shows dollar amounts; the right axis shows invoice count. Both are filterable by an as-of date.

Cash Requirements A dual-axis bar chart showing the cash needed to pay open invoices, grouped by when they come due:

Bucket	Description
Current	Already due (due on or before today)
1–30 Days	Due within 1–30 days
31–60 Days	Due in 31–60 days
61–90 Days	Due in 61–90 days
90+ Days	Due more than 90 days out
Prepayments	Prepayment amounts outstanding

Useful for short-term cash flow planning.

Current/Pending Payments A dual-axis bar chart showing the status of payments in process:

Bucket	Description
Currently Due	Invoices currently due for payment
Selected	Invoices selected in an active payment run
Pending	Invoices pending approval or processing

Top 10 Invoiced Vendors A horizontal bar chart listing the ten vendors with the highest invoice totals over a selected date range. Click any vendor bar to open that vendor’s record in a new tab.

Top 10 Vendor Balances A horizontal bar chart listing the ten vendors with the highest current open balances. Click any vendor bar to open that vendor’s record in a new tab.

Captured Discounts A chart comparing early-payment discounts that were available versus discounts actually captured (taken at time of payment), shown in both dollar amounts and invoice counts.

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5. Vendor Management

Navigation: Accounts Payable → Manage Vendors

Searching for Vendors

The Search Vendors screen displays a searchable, paginated list of all vendors. Type in the search box to filter by vendor name, vendor ID, address, or other identifying fields. The system supports advanced search for filtering by specific attributes.

Results grid columns:

• Vendor ID
• Name
• Name 2 (alternate/secondary name)
• Address
• Main Phone
• Purchases YTD
• Balance

Click any row to open the vendor’s view screen in a new tab. Use the edit icon to go directly to the edit form, or the delete icon to remove the vendor (requires confirmation).

Use the + icon in the grid header to create a new vendor.

Creating a Vendor

Click + in the Search Vendors grid or navigate to Manage Vendors → Create.

Identification

Field	Description	Required
Vendor ID	Human-readable identifier for the vendor (read-only once the vendor is created)	No
Name	Primary vendor name displayed throughout the system	Yes
Name 2	Alternate or secondary name (DBA, parent company, etc.)	No
Account Number	Your account number with this vendor	No
1099 Type	1099 form type — 1099-MISC or 1099-NEC	Required when Requires 1099 is checked
Requires 1099	Check if this vendor requires a 1099 at year end	No

Address

The address field supports autocomplete from Google Places. Once a street address is selected, city, state, zip, and country will populate automatically. All address fields can be edited manually.

Field	Description
Address	Street address line 1
Address 2	Suite, building, or other secondary address information
City	City
State	For US, a state dropdown labeled State; for other countries, a free-text field labeled State/Region
Country	Country
Zip	ZIP or postal code

Contact Information

Field	Description
Contact	Primary contact name at the vendor
Main Phone	Primary phone number
Fax Phone	Fax number

The vendor header itself has no email field — email addresses are stored on individual vendor Contacts (see the Contacts tab).

Payment Defaults

Field	Description	Required
Invoice Terms	Payment terms applied to new invoices for this vendor (due dates, discount %, discount days)	Yes
Default Pay Group	The pay group used when processing payments for this vendor	No
Default Ship To	The receiving building (warehouse/location) that goods from this vendor are normally shipped to	No

The Default Ship To field is selected from your list of buildings; each building is shown by its description. When you later create a purchase order and choose this vendor, the vendor’s Default Ship To pre-fills the purchase order’s Ship To field, which you can still change on the order. Leave the field blank if the vendor has no standard receiving location.

Custom Fields Additional fields configured by your system administrator may appear below the standard fields.

Click Save to create the vendor.

Editing a Vendor

From the Search Vendors screen, click the edit icon, or from the view screen click Edit. All fields from the create form are editable. The edit form also includes the following additional tabs:

Contacts (a tab on the vendor view screen — the edit form itself is not tabbed) Add, edit, and remove vendor contacts. Each contact record includes:

• Name, Office Phone, Cell Phone, Email Address (required)
• PO Notifications checkbox — opts this contact in to purchase-order notification emails
• ACH Notifications checkbox — opts this contact in to payment notification emails

Purchase Addresses Tab (a tab on the vendor view screen) Maintain multiple shipping or billing addresses for this vendor. Each address has all standard address fields plus a Use Vendor Address switch that copies the vendor’s main address into the form; only one purchase address may use the vendor’s address.

GL Distribution Tab (a tab on the vendor view screen) Configure default General Ledger accounts for invoice posting. When recording an invoice for this vendor, these accounts will pre-populate the distribution lines, saving data entry time. Each distribution row specifies a Ledger Account and a Percent; the percentages across all rows must total no more than 100%.

A vendor is not assigned to multiple pay groups. Instead, a single Default Pay Group is selected via the Pay Group field on the create/edit form. The pay groups themselves — including their Description, Priority, and Max Days Overdue — are configured globally in AP Settings → Vendor Pay Groups, not per vendor.

Click Save to apply changes.

Viewing a Vendor

Click any vendor row in the search results to open the view screen. The view screen is organized into tabs:

General All vendor header fields (identification, address, contact, terms) plus a financial summary:

• Purchases YTD — Total invoices posted this year
• Payments YTD — Total payments made this year
• Balance — Outstanding open invoice balance

Open Invoices A table of all unpaid invoices for this vendor, including invoice number, invoice date, due date, commitment date, amount, paid, discount amount, balance, and notes. Click any invoice number to open it in a new tab.

Paid Invoices A table of this vendor’s fully paid invoices, with the same columns as Open Invoices — invoice number, invoice date, due date, commitment date, amount, paid, discount amount, balance, and notes — and column totals shown at the bottom. Unlike Open Invoices, this list is sorted newest-first by invoice date. Click any invoice number to open it in a new tab, or expand a row to view its posting detail lines (posting date, user, posting type, account, check number, job, purchase order, amount, and description). This tab requires the vendorInvoice read permission to appear.

Ledger The complete AP ledger for this vendor — all postings (invoices, payments, key-offs). Columns include Posting Date, User, Posting Type, Invoice Number, Check Number, Check Date, Key Off Date, and Amount (with a summed total at the bottom). The grid defaults to newest-first (by Posting Date). There is no running-balance column. Invoice rows can be expanded to view their GL distribution detail lines.

GL Distribution The default GL distribution accounts configured for this vendor.

Contacts All contact persons on file for this vendor.

Year-by-Year History A per-year financial summary for this vendor: each row shows the year, purchases, payments, and counts of invoices, payments, and payment voids for that year. (An audit trail of changes to the vendor record is reached separately via the Audit Vendor option on the Actions menu.)

Purchase Addresses All alternate purchase/shipping addresses on file.

Purchases The vendor’s product line-item purchase history — received purchase-order detail lines showing Product, Description, received quantity, unit/extended cost, and PO dates. (Purchase order header history is shown on the separate Purchase Orders tab.)

Products The catalog of products this vendor supplies (vendor/product links). Each row shows:

Column	Description
Vendor Product ID	The vendor’s own part number or SKU for the product
Minimum Pack Size	The smallest quantity the vendor sells the product in
Purchase UOM	The unit of measure the product is purchased in
Unit Price	The agreed unit price from this vendor
Last Purchase Price	The unit price on the most recent purchase from this vendor
Last Purchased	The date the product was most recently purchased from this vendor
Notes	Free-text notes on the vendor/product relationship

Use the + icon in the grid header to add a product to this vendor, or the edit and delete icons on a row to update or remove an entry (each requires the corresponding productVendor create, update, or delete permission). The add/edit dialog captures the product, Vendor Product ID, Minimum Pack Size, Purchase Unit of Measure, Unit Price, Lead Time Days, Internal Description, Vendor Description, and Notes. Expand a row to manage that product’s tiered pricing (Description, Minimum Quantity, UOM, Discount, and resulting Unit Cost). This tab requires the productVendor read permission to appear.

PO Prepayments Relationships between invoices, purchase orders, and prepayments for this vendor (requires the vendorInvoicePurchaseOrderPrepayment read permission to appear).

Communications A log of all communications (emails, calls, texts, etc.) recorded against this vendor, using the same communications system available in CRM for leads and work orders. Click + to log a new communication with the vendor, including type, status, direction, notes, and follow-up tracking.

Attachments Files and documents attached to this vendor record.

Classification tags (when you have tag read permission) appear in the view screen header above the tabs, not as a separate tab.

Actions menu items available from the vendor view screen:

• Issue Check — Open the Issue Check screen pre-loaded with this vendor
• Pay Invoices — Open the Pay Invoices screen filtered to this vendor
• Post Invoice — Open the Post Invoice screen pre-loaded with this vendor
• Audit Vendor — Open the vendor’s audit/change history
• Edit Vendor — Switch to the edit form

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6. Post Invoice

Navigation: Accounts Payable → Post Invoice (Can also be launched from a vendor’s view screen via “Post Invoice”.)

Use this screen to record a vendor invoice and distribute the expense to General Ledger accounts.

Header Fields

Field	Description	Required
Vendor	The vendor who sent the invoice	Yes
Invoice Number	The invoice number from the vendor’s document	Yes
Invoice Date	The date printed on the vendor’s invoice. Entering it also auto-fills the Posting Date and computes the Due Date.	Yes
Posting Date	The General Ledger posting date for the invoice. Auto-filled to match the Invoice Date when you enter it, but can be changed independently so the expense posts to a different accounting period than the date printed on the vendor’s document. This date drives close-period validation.	Yes
Amount	The total amount of the invoice (labeled Amount on screen). Not enforced as a hard-required field, but the distribution lines must sum to it.	—
Discount	The early-payment discount amount recorded on the invoice. When the vendor’s default terms have a discount enabled, this auto-calculates as the entered Amount times the vendor’s discount percent as soon as you leave the Amount field; if the vendor has no discount terms it fills with 0.00. You can edit it manually.	No
Amount Unaccounted For	Read-only indicator showing the Amount minus the sum of all distribution line amounts. It reaches 0.00 when the distribution lines fully balance to the invoice Amount.	—
Due Date	Calculated automatically from the vendor’s default terms when the Invoice Date is entered; can be manually overridden	No
Commitment Date	The accrual date for the expense (used for accrual-basis reporting)	No
Hold Transaction	Check to place this invoice on hold — a visual indicator for AP staff during manual review (note: the auto-select process does not filter by hold status)	No
Hold Reason	A reason chosen from a managed list rather than free text. The dropdown only offers hold reasons configured to apply to vendor invoices, and it can be selected only when Hold Transaction is checked. Clearing Hold Transaction clears the selected Hold Reason.	No
Transaction Note	Free-text note for the transaction (max 255 characters)	No

Hold Reason values are not typed in by hand — they come from the centrally managed Hold Reasons list. Each hold reason record has a Reason label and flags that control where it can be used (Applies To Sales Order, Applies To Sales Order Shipment, Applies To Vendor Invoice). On Post Invoice, only reasons with Applies To Vendor Invoice enabled appear in the Hold Reason dropdown.

Note

If an expected hold reason is missing from the dropdown, confirm the reason exists in the managed Hold Reasons list and has Applies To Vendor Invoice checked. A reason that applies only to sales orders or shipments will not appear when posting a vendor invoice.

Distribution Lines

Each line distributes part or all of the invoice amount to a specific GL account. The sum of all line amounts must equal the Invoice Amount header field.

Column	Description	Required
Account	The GL account to post the line to (required for any populated line)	Yes
Job	Link this line to a specific job (if job costing is enabled)	No
Job Cost Category	The cost category within the job	If Job selected
Job Cost Entry Type	The type of cost entry for the job	If Job selected
Amount	The dollar amount charged to this account	Yes
Overhead	Overhead allocation amount for this line	No
Description	Description of what this line covers	No

A new blank distribution line is added automatically when you begin filling in the last row. Use the delete (trash) icon on each line to remove it.

Match to Purchase Order Receivings

When an invoice covers goods or costs received against a Purchase Order, you can let the system build the distribution lines for you from the PO’s receiving records instead of entering them by hand. The header includes a Purchase Order selector and an Include Fully Invoiced POs checkbox directly beneath the prepayment fields.

The Purchase Order selector only lists POs belonging to the vendor selected in the header. By default it hides POs that are already fully invoiced; check Include Fully Invoiced POs to also show those (for example, when you need to reverse a previous match).

1. Select the Vendor in the header.
2. In the Purchase Order field, search for and select the PO. If you need to match against a PO that is already fully invoiced, first check Include Fully Invoiced POs.
3. The Select Receiving for Purchase Order dialog opens, listing every receiving recorded against that PO, with the PO’s Buyer and Requestor shown above the table. (Use View PO to open the Purchase Order in a new tab.)
4. Check one or more receivings, then click Select.
5. In the options dialog, choose which kinds of lines to pull in — Include Products, Include Misc. Costs, Include Tax, Include Discount, and Reverse Entries — then click Confirm.
6. The system replaces the current distribution lines with lines generated from the selected receivings, using the ledger accounts configured for each product and for misc. costs, tax, and discount. Review the generated lines and amounts, then Post as usual.

Receiving Match Options

Option	What it pulls in
Include Products	For each received product line, a suspense line at the product’s extended cost plus a paired variance line (initially $0.00) on the product’s variance ledger, so you can record any cost difference between the receiving and the invoice.
Include Misc. Costs	A suspense line for the not-yet-invoiced miscellaneous costs on each receiving, plus a paired variance line (initially $0.00), using the misc. costs suspense and variance ledgers from Inventory settings.
Include Tax	A line for the not-yet-invoiced tax on each receiving, using the tax suspense ledger from Inventory settings.
Include Discount	A line for the not-yet-invoiced discount on each receiving (posted as a credit that reduces AP), using the discount suspense ledger from Inventory settings.
Reverse Entries	Reverses a prior match instead of creating one: products, misc. costs, tax, and discount are pulled in at the amounts already invoiced, with the signs flipped, to back out an earlier posting.

Suspense lines are generated only where there is a non-zero amount to post; the paired variance lines are added alongside their product or misc-costs suspense line at $0.00 so you can enter any difference. The selected ledger accounts are pre-filled but remain editable on each line before you post.

Note

Matching against PO receivings updates the invoiced totals on each receiving and its Purchase Order, which is what drives the Include Fully Invoiced POs filter. To remove a matched set later, deleting any line generated from a receiving prompts to Remove All Receiving Entries for that receiving at once.

Caution

The system blocks invalid matches when you post: you cannot invoice products on a receiving that has already been invoiced, and you cannot use Reverse Entries on products that were never invoiced. It also blocks posting tax or discount when no tax or discount suspense ledger account is configured.

Applying Prepayments at Posting Time

When you post an invoice, you can apply that vendor’s available prepayment credit directly on this screen instead of applying it separately on the Apply Prepayments screen (Section 11). A row of prepayment fields appears below the date fields.

Field	Description
Prepayments Available	Read-only. The vendor’s general (unapplied) prepayment balance available to apply.
Prepayment Application	Editable. The amount of the vendor’s general prepayment balance to apply to this invoice. Defaults to 0.00.
PO Prepayment Amount	Read-only. Prepayment credit tied to specific purchase orders, applied automatically based on the PO receivings on the distribution lines (see below).
Total Prepayment Amount	Read-only. The combined total that will be applied — PO Prepayment Amount plus Prepayment Application.

PO Prepayment Amount is calculated automatically. When the invoice includes receivings for purchase orders that have prepayments recorded against them, the system applies each PO’s prepayment up to the amount of that PO’s lines on the invoice, capped at the prepayment available for that PO. You do not enter this figure manually — it updates as you add or remove PO receiving lines.

Prepayment Application is the only prepayment amount you enter by hand. It draws from the vendor’s general prepayment balance shown in Prepayments Available.

When the invoice is posted, the system applies both the PO prepayments and the entered Prepayment Application against the invoice, reducing the vendor’s prepayment balance and the amount added to the vendor’s open balance accordingly.

1. Enter the vendor, invoice details, and distribution lines as usual.

2. If the invoice covers purchase orders that have prepayments, add the PO receiving lines — the PO Prepayment Amount field updates on its own to reflect the prepayment that will be applied.

3. To also apply the vendor’s general prepayment balance, enter an amount in Prepayment Application (up to Prepayments Available).

4. Confirm Total Prepayment Amount reflects the combined credit you intend to apply.

5. Click Post to post the invoice and apply the prepayments in a single step.

Caution

If the Prepayment Application amount exceeds the vendor’s available prepayment balance, posting fails with the message “Prepayment Application exceeds available amount ($X)” and no changes are saved.

Re-posting to an Existing Invoice

The Invoice Number field is an autocomplete over the selected vendor’s existing unpaid invoices, so Post Invoice can be used to add a posting to an invoice that already exists — not only to create a brand-new one. Type a new number to record a new invoice, or pick an existing one from the dropdown to post additional charges against it.

When you select an existing unpaid invoice (by choosing it from the list or by typing its number and leaving the field), the form loads that invoice’s details:

• Invoice Date, Posting Date, Commitment Date, and Due Date are filled in from the existing invoice.
• The Transaction Note, Hold Transaction flag, and Hold Reason are loaded from the existing invoice.

The screen also displays a read-only comparison row showing the invoice before and after the amount you are about to post:

Field	Description
Current Invoice Amount	The existing invoice’s total before this posting
Current Invoice Discount	The existing invoice’s discount before this posting
Current Invoice Amount Paid	The amount already paid against the existing invoice
Current Invoice Balance	The existing invoice’s outstanding balance before this posting
New Invoice Amount	Current Invoice Amount plus the Amount you are posting
New Invoice Discount	Current Invoice Discount plus the Discount you are posting
New Balance	Current Invoice Balance plus the Amount you are posting

These comparison fields appear only while an existing invoice is selected and update as you change the Amount and Discount values.

1. Select the Vendor.
2. In Invoice Number, choose the existing invoice from the dropdown (or type its number and tab out of the field).
3. Review the Current vs. New comparison fields to confirm the resulting invoice total, discount, and balance.
4. Enter the additional Amount and Discount, distribute the amount across the Distribution Lines, and Post.

Caution

If the invoice you select has already been chosen for payment, the system blocks it: the Invoice Number is cleared and a message states the invoice has already been selected for payment and cannot be used. If the selected invoice has already been paid, the system shows a message that the invoice has already been used and paid for this vendor. Invoices whose number is prepayment are excluded from the dropdown.

Attachments

The lower section of the Post Invoice screen has two tabs: Details (the distribution lines grid) and Attachments. The Attachments tab appears only if you have the View Attachments permission.

Use the Attachments tab to attach supporting files — such as a scan of the vendor’s invoice — before posting. Any files added here are uploaded and linked to the invoice automatically when the post succeeds, so you do not need a separate upload step.

Note

Attachments are sent only after the invoice posts successfully. If posting fails (for example, because the distribution lines do not balance), the files are not attached. After posting, you can also view, add, and download attachments from the Attachments tab on the View Vendor Invoice screen.

Actions

• Post — Post the invoice to the GL and reset the form.
• Post & Reuse Vendor — Post the invoice and immediately open a blank Post Invoice form for the same vendor (useful for entering a batch of invoices).
• Clear — Discard all entries and reset the form.

The system will prevent posting to accounting periods that have been closed. If the posting date falls in a closed period, the system will route the transaction to a password prompt or approval queue depending on the subledger’s close type configuration.

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Copy Prior Posting

When a vendor is selected, the Copy Prior Posting button (at the bottom-left of the screen) lets you reuse the distribution detail from one of that vendor’s recent invoice postings instead of re-entering each line by hand. The button is disabled until a vendor is chosen.

Clicking it opens the Select Prior Posting to Copy dialog, which lists the vendor’s invoice postings whose posting date falls within the last 90 days (newest first):

Column	Description
Posting Date	Date the prior invoice was posted (the list is sorted by this column, newest first)
Invoice Number	The invoice number of the prior posting
Invoice Date	The date on the prior vendor invoice
Amount	The amount of the prior posting
User	The user who recorded the prior posting

1. Select the Vendor at the top of the Post Invoice screen.
2. Click Copy Prior Posting.
3. In the Select Prior Posting to Copy dialog, click the row for the invoice whose distribution you want to reuse (or click Cancel to close without copying).
4. The system replaces the current distribution lines with the selected posting’s lines, copying each line’s Account, Amount, Overhead, and Description. A new blank line is added at the end so you can continue editing.

Note

Copy Prior Posting brings over the GL account, amount, overhead, and description of each distribution line. It does not copy job, cost category, or cost-entry-type information — those fields come over blank and can be filled in manually. Copying replaces any distribution lines already entered on the form.

Import Distribution Lines

The Upload File button (next to Copy Prior Posting) lets you load distribution lines from a spreadsheet rather than typing them in. Clicking it opens a small menu with two options:

• Download Template — Downloads a post-invoice-data-template.xlsx spreadsheet pre-formatted with the columns the import expects.
• Upload Data — Lets you choose a completed spreadsheet to upload. When the upload finishes, its rows replace the current distribution lines and a new blank line is added at the end.

The template (and the file you upload) uses these columns:

Column	Description
Ledger Account	The GL account for the line; matched to an account by its account number (humanId)
Amount	The dollar amount charged to the account
Description	A description of what the line covers

1. Click Upload File, then Download Template to get the spreadsheet.
2. Fill in one row per distribution line with the Ledger Account, Amount, and Description.
3. Click Upload File again, then Upload Data, and choose your completed file.
4. The imported rows replace the existing distribution lines. Review the lines and confirm the distribution total matches the invoice Amount before posting.

Note

Imported lines carry only the Ledger Account, Amount, and Description from the spreadsheet; job, cost category, and cost entry type are left blank and overhead defaults to 0, all of which can be adjusted afterward. Uploading replaces any distribution lines already on the form.

7. View Vendor Invoice

Navigation: Accounts Payable → View Vendor Invoice (or click any invoice number link throughout the module)

This screen displays the full detail of a posted vendor invoice, including its payment history.

Invoice Header

Displays the invoice number, invoice date, vendor name, invoice amount, due date, and current status. Status badges indicate:

• Unpaid — Balance remains outstanding
• Paid — Invoice is fully paid
• Hold — A separate red badge shown when the invoice is held, with the hold reason appended after a colon
• Keyed-Off — Invoice was written off using Key Off

Postings Tab

A table showing every transaction posted against this invoice:

Column	Description
Posting Date	Date the transaction was posted
User	User who posted the transaction
Posting Type	Type of entry (for example, Invoice or Payment)
Check Number	Check number (click to open the check detail in a new tab)
Amount	Dollar amount of the posting

Expand an Invoice-type row to see the GL line items for that posting:

• Account, Purchase Order, Amount, and Description

Attachments Tab

View, upload, and download files attached to this invoice.

Notes

Notes is shown as a field within the invoice header (in the same column as Discount Amount), displaying any free-text notes recorded on the invoice.

Edit Invoice Dialog

Open the Actions dropdown and select Edit Invoice to modify limited invoice fields after posting. This requires the editVendorInvoice permission.

Field	Required	Description
Commitment Date	No	The accrual commitment date for this invoice
Notes	No	Free-text notes (multiline)

Only the commitment date and notes can be edited after posting — the invoice amount, vendor, GL distributions, and other financial fields are locked.

Vendor Invoice Adjustment

An adjustment modifies the balance of a posted invoice by creating additional GL distribution entries. Adjustments can increase or decrease the invoice amount.

Navigation: From the vendor’s Pay Invoices view (after selecting a vendor), click the pencil/edit icon (tooltip Post Invoice Adjustment) on the invoice row. This opens the Post Adjustment to Invoice dialog.

Adjustment Dialog

Field	Required	Description
Posting Date	Yes	Date for the adjustment GL entries. Must pass close-date validation.

Adjustment Entries Grid:

Column	Required	Description
Account	Yes	GL account for this adjustment line
Amount	Yes	Dollar amount (positive or negative)
Description	No	Description of the adjustment (max 255 characters)

At least one entry with both a GL account and amount is required. The system creates a vendor invoice posting with the adjustment entries, updating the invoice balance accordingly.

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8. Pay Invoices

Navigation: Accounts Payable → Pay Invoices (Can also be accessed from a vendor’s view screen via “Pay Invoices”.)

The Pay Invoices screen is used to create payment runs — batches of invoice payments processed together. You select which invoices to pay, set the payment details, and the system generates the corresponding check or payment records.

Payment Run Header

Field	Description	Required
Disbursement Group	The group that defines the payment method and sets the default bank and check number for this run	Yes
Bank Account	The bank account to issue payment from (defaults from the disbursement group)	Yes
Check Number	The next check number; auto-filled from the bank’s sequence and read-only	Auto
Check Date	The date to print on the checks	Yes

Vendor Summary Grid

The main Pay Invoices screen does not start on a single invoice list. It opens on a vendor summary grid: one row per vendor that currently has invoices selected for the next payment run, showing the running totals for each vendor.

Column	Description
ACH	Indicator showing whether the vendor is set up for ACH payment
Vendor ID	The vendor’s human-readable ID
Name	Vendor name
Balance	The vendor’s current outstanding balance
Amount Selected	Total approved amount selected for this vendor across all of the vendor’s selected invoices
Discount Applied	Total approved discount being taken across the vendor’s selected invoices
Net Amount Selected	Total approved net (Amount Selected minus Discount Applied)

To add items to the run, use the two autocompletes above the grid:

• Select by Vendor — Choose a vendor to open that vendor’s selection screen, where you pick which of their invoices to pay.
• Select by Invoice — Choose a specific unpaid invoice by invoice number to add it directly to the run. The invoice is added at its full balance, with its stored discount taken automatically.

Click any vendor row to open that vendor’s selection screen.

The buttons across the bottom of this screen act on the run as a whole:

• Clear Selections — Removes every invoice currently selected for the run.
• View History — Opens the history of prior payment runs.
• Check Report — Runs the Selected Invoices report for the current selections.
• Auto Select — Opens the Auto Select dialog (see below).
• Print Checks — Processes the selected invoices for a check disbursement group.
• Pay ACH — Processes the selected invoices for an ACH disbursement group.

Per-Vendor Selection Screen

Selecting a vendor (by row click, by the Select by Vendor autocomplete, or from a vendor’s view screen) opens that vendor’s selection screen. The top of the screen shows the vendor’s reference and financial details — Primary Address, Vendor ID, Account Number, Contact, Main Phone, Fax Phone, Purchases YTD, Payments YTD, Balance, the vendor’s default terms (Net Due or Invoice Due Day, Discount, Discount Days), and 1099 Required / 1099 ID.

Below that is the grid of the vendor’s open invoices. The selection columns (checkbox, Hold, dates, Invoice Number, Amount, Paid, Balance, Discount, Net Amount, and the editable Approved Amount / Approved Discount / Approved Net) work as described under Unpaid Invoices Grid and Selecting Invoices for Payment below. Checking an invoice fills its Approved Amount with the balance and its Approved Discount with the invoice’s stored discount; editing Approved Amount or Approved Discount recalculates Approved Net automatically.

Two buttons let you manage discounts across the whole grid at once:

• Remove All Discounts — Sets every line’s Approved Discount to zero and resets each Approved Net to equal its Approved Amount.
• Restore All Discounts — For each selected line, restores the Approved Discount to the invoice’s original stored discount and recalculates Approved Net.

When you are done, click Save. Your selections, approved amounts, and approved discounts are stored against the run, and you are returned to the vendor summary grid.

Allocating Prepayments to Purchase Orders

Each vendor’s selection screen includes a special PREPAYMENT row at the top of the grid (the system creates or reuses a single prepayment invoice per vendor). Selecting this row lets you pay the vendor an amount that is not tied to an existing invoice.

Expand the PREPAYMENT row’s detail panel to break the prepayment down by purchase order:

Field	Description
Purchase Order	The open, unclosed purchase order to apply this portion of the prepayment to; the first row is fixed as No Specific Purchase Order for any unallocated remainder
Amount	The dollar amount of the prepayment to allocate to that purchase order

1. On the vendor’s selection screen, check the PREPAYMENT row to include a prepayment in the run.

2. Expand the PREPAYMENT row’s detail panel to show the purchase order allocation grid.

3. In the No Specific Purchase Order row, leave any amount that is not being tied to a specific purchase order.

4. In each additional row, choose an open purchase order and enter the amount of the prepayment to allocate to it.

5. Click Save. The total prepayment amount and its per-purchase-order allocations are stored against the run.

Note

Only open (unclosed) purchase orders for the current vendor are available in the Purchase Order picker. The Purchase Order column links out to the purchase order’s view screen in a new tab so you can confirm what you are allocating against.

Unpaid Invoices Grid

The grid lists the selected vendor’s open (unpaid) invoices. The disbursement group is not a filter here — it is chosen later in the Print Checks (or Pay ACH) dialog. Key columns include:

Column	Description
Hold	Indicator (with tooltip) when the invoice is on hold
Invoice Date	Date the invoice was recorded
Due Date	Payment due date
Invoice Number	Clickable link to the invoice view
Amount	Total invoice amount
Paid	Amount already paid on the invoice
Balance	Current outstanding balance
Discount	Stored early-payment discount amount on the invoice
Net Amount	Balance minus the stored discount amount
Approved Amount	Amount you are applying in this payment run (editable)
Approved Discount	Discount amount being taken (editable)
Approved Net	Calculated: Approved Amount minus Approved Discount

Selecting Invoices for Payment

• Use the checkboxes to select individual invoices.
• Use the header checkbox to select or clear all rows at once.
• Adjust the Approved Amount on any line to make a partial payment.

Auto Select

The Auto Select button on the Pay Invoices summary screen opens the Auto Select Invoices dialog, which batch-selects every eligible open invoice for payment based on a cutoff date — saving you from selecting invoices vendor-by-vendor.

Field	Description	Required
Cutoff Date	Every unpaid invoice with a due date on or before this date is selected for payment	Yes
Vendor	Optional. Limit the auto-selection to a single vendor; leave blank to auto-select across all vendors	No

When you click Select Invoices, the system finds all matching invoices (due date on or before the Cutoff Date and not yet paid) that are not already part of the current selection, and adds each one to the payment run. For every invoice selected, it sets the Approved Amount to the invoice’s outstanding Balance, the Approved Discount to the invoice’s stored Discount Amount, and the Approved Net to Balance minus Discount Amount. Invoices already selected are left untouched, so running Auto Select again will not duplicate or overwrite existing selections.

Note

Auto Select filters only on due date and unpaid status. It does not exclude invoices that are on Hold — held invoices that meet the cutoff date are selected like any other. Review the selections (the Hold column flags held invoices) before processing the payment run. See BR-AP-C3.

To auto-select invoices for a payment run:

1. Navigate to Accounts Payable → Pay Invoices.
2. Click Auto Select to open the Auto Select Invoices dialog.
3. Enter a Cutoff Date. All unpaid invoices due on or before this date will be selected.
4. Optionally choose a Vendor to restrict the selection to that vendor only.
5. Click Select Invoices. The selected invoices are added to the run with their Approved Amount, Approved Discount, and Approved Net pre-filled from each invoice’s balance and stored discount.
6. Review and adjust the selected entries as needed, then process them with Print Checks or Pay ACH.

Actions

• Print Checks — Processes the selected invoices for a check-based disbursement group. This creates check records that can then be printed or emailed. The system posts payment entries to the GL for each invoice.
• Pay ACH — Processes the selected invoices for an ACH disbursement group.

When paying invoices for a single vendor, the screen pre-filters to that vendor and shows the vendor’s financial summary (balance, YTD purchases, YTD payments) at the top.

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Pay ACH

The Pay ACH button creates an electronic payment run instead of printing paper checks. It opens a dialog, posts the selected invoices for an ACH-enabled disbursement group, and then generates an ACH file you download to submit to your bank.

ACH runs only pick up invoices whose vendor is ACH Enabled (set on the vendor record), and the bank chosen on the run must itself be ACH-enabled. Check runs (Print Checks) and ACH runs are mutually exclusive within a single payment run — the same selected invoices are processed by whichever button you click.

Vendor ACH fields (prerequisite)

For a vendor to be paid by ACH, the following fields must be set on the vendor record (Manage Vendors → Create/Edit, in the same area as the 1099 fields). They are also shown read-only on the vendor view screen.

Field	Description	Required
ACH Enabled	Marks the vendor as eligible for electronic ACH payment. Only ACH-enabled vendors are included in an ACH run	No
ACH Account #	The vendor’s bank account number (up to 17 characters)	Required when ACH Enabled is checked
ACH Routing #	The vendor’s bank routing number (up to 9 characters)	Required when ACH Enabled is checked

Pay ACH dialog

Field	Description	Required
Disbursement Group	The group that defines the payment method for the run. Selecting a group pre-fills the Bank with the group’s default bank	Yes
Bank	The bank account the ACH payments draw from. Only ACH-enabled banks are listed here	Yes
Check Date	The effective date for the payment run	Yes
Separate GL Entry Per Invoice	When checked, the run posts a separate GL entry for each invoice instead of a single combined entry	No

Running an ACH payment

1. On the Pay Invoices screen, select the invoices to pay (only ACH-enabled vendors’ invoices will be processed), then click Pay ACH.

2. Choose the Disbursement Group. The Bank defaults from the group; confirm it is the correct ACH-enabled bank.

3. Set the Check Date, and check Separate GL Entry Per Invoice if you want one GL entry per invoice.

4. Click Pay ACH. The system creates the payment run, posts the payment entries to the GL, and reports the number of invoices paid and the net cash total.

5. The ACH file is generated and opens automatically for download as a .ach file (named Vendor_Payments_<runId>.ach). Submit this file to your bank to release the payments.

6. The payment-notification email dialog then opens so you can email the affected vendors. Email defaults to each vendor’s contacts who are opted in to ACH Notifications.

You can re-download the ACH file later from the payment run history: rows that are ACH runs are flagged in the ACH column, and the Download ACH File icon on the row regenerates the same file.

Caution

Posting an ACH run is gated by the close-date check, the same as Print Checks — if the check date falls in a closed period, the run is blocked until the close date is resolved.

View History

Navigation: Accounts Payable → Pay Invoices → View History

The View History button at the bottom of the Pay Invoices screen opens the Pay Invoices Run History dialog, which lists prior payment runs. Use it to review past runs, download the ACH file for an electronic run, or reprint the checks from a check run.

Runs are listed newest first (by check date):

Column	Description
Timestamp	The date and time the payment run was created
Check Date	The check date that was set when the run was processed
Disbursement Group	The disbursement group used for the run
Total	The total amount paid in the run
ACH	Indicates whether the run was an ACH (electronic) payment run

Each row provides two actions, shown as icon buttons at the end of the row:

• Download ACH File — Downloads the ACH file for the run as a .ach attachment. This action is only available for runs marked as ACH.
• Reprint AP Checks — Reprints the checks for the run. This action is only available for runs that are not ACH, and it appears only if you have the Reprint AP Checks permission. Whether the reprint produces a PDF or prints directly to a PCL check printer depends on your AP Settings (see below).

Note

The Reprint AP Checks action is hidden unless your account has the Reprint AP Checks (Misc) permission (see Permissions).

How reprinting works

When you reprint a check run, the system follows your Check Printing Settings in AP Settings:

1. If AP Settings is configured to print PDF checks, the system opens the reprinted checks as a PDF in a new browser tab for you to print.

2. Otherwise, the system sends the checks to your Default PCL Check Printer configured in AP Settings. If a Default Copy Check Printer is also configured, a copy is sent to that printer as well.

3. If no default PCL check printer is configured, the system shows a warning and does not print; configure one in AP Settings and try again.

Email Checks to Vendor Remittance Contacts

After you complete a payment run with Print Checks or Pay ACH, the Email Checks to Vendor Remittance Contacts dialog opens automatically so you can email the run’s checks to vendors.

Field	Description	Required
Subject	The subject line for the outgoing emails. Starts empty.	No
Body	The message body for the outgoing emails. Starts empty.	No

The same subject and body are applied to every email sent for the run.

Each vendor included in the run receives an email with that vendor’s check attached. The system sends one email per vendor contact who has the Requests Payments flag set; vendors with no such contact are skipped. Only checks with a positive net cash amount are emailed.

1. Complete a payment run using Print Checks or Pay ACH. When the run finishes, the Email Checks to Vendor Remittance Contacts dialog opens.
2. Enter a Subject and Body for the emails (both are optional).
3. Click Email to send. A confirmation appears when the emails have been sent.
4. To skip emailing for this run, click Cancel to close the dialog.

For each vendor that receives at least one email, the system records an outbound Email communication on the vendor record. When the body is left blank, the logged communication note reads Email AP run check -- check # <checkNumber>; otherwise it records the body text you entered.

Note

This dialog emails the entire run’s checks at once. To email a single check on its own later, use Email Check on the View AP Payment screen.

Check Report

On the main Pay Invoices screen, the Check Report button (next to View History) opens a report of every invoice currently selected for payment across all vendors — that is, the working selection that has not yet been run as a check or ACH batch. Use it to review and verify the pending payment run before printing checks or paying ACH.

The button opens the Selected Invoices Report dialog. This report has no parameters; it always reports the current selection. The report lists one row per selected invoice, grouped by vendor with a subtotal per vendor and a grand total at the bottom:

Column	Description
Vendor ID	The vendor’s ID (links to the vendor record)
Name	Vendor name
Invoice Date	Date the invoice was recorded
Invoice Number	Invoice number (links to the invoice view)
Due Date	Payment due date
Invoice Amount	The Approved Amount selected for this invoice in the run
Discount	The Approved Discount being taken
Net Amount	The Approved Net (Approved Amount minus Approved Discount)

Each vendor group shows subtotals for the Invoice Amount, Discount, and Net Amount columns, and a grand total of the same three columns is shown at the end of the report.

1. On the Pay Invoices screen, select the invoices you want to include (per vendor) so they are part of the current selection.
2. Click Check Report.
3. In the Selected Invoices Report dialog, click Export PDF or Export Excel to produce the report.
4. Click Close to dismiss the dialog.

Note

The report covers the invoices currently selected but not yet processed. Once you complete a payment run with Print Checks or Pay ACH, those invoices are no longer part of the open selection and will not appear on this report.

9. Issue Check

Navigation: Accounts Payable → Issue Check (Can also be launched from a vendor’s view screen via “Issue Check”.)

Issue Check is used to write an individual check to a vendor — typically for a one-off payment, an advance, or when a single check needs to be produced outside of a payment run.

Check Header

Field	Description	Required
Vendor	The payee vendor	Yes (configurable)
Bank	The bank account the check is drawn on	Yes
Disbursement Group	The payment group for this check	Yes
Check Date	Date printed on the check (defaults to today)	Yes
Check Number	Check number; auto-assigned from bank sequence if left blank	No
Comment	Internal memo note for this check	No

Payee Information

Automatically populated from the vendor record when a vendor is selected. All fields are editable if the payee details differ from the vendor’s address on file.

• Name, Name 2
• Address, Address 2
• City, State, Zip, Country

Invoice Allocation Lines

Each line represents an invoice (or portion of an invoice) being paid with this check. A new blank line is added automatically when you start entering data in the last row. Click the trash icon to remove a line.

Column	Description	Required
Invoice Number	Invoice number (editable; type or select an unpaid invoice)	No
Invoice Date	Invoice date	No (required only once the line and a vendor are filled in)
Job	Job associated with this payment line	No
Job Cost Category	Cost category for job cost tracking	Required only when a Job is selected
Job Cost Entry Type	Entry type for job costing	Required only when a Job is selected
Account	GL account credited by this payment	No
Discount Amount	Early-payment discount amount being taken	No
Amount	The amount being paid on this line	No
Overhead	Overhead allocation (enabled only when a Job is selected)	No
Net Cash	Calculated: Amount minus Discount Amount	Calculated

Actions

• Post and Print Check — Posts the check to the GL, creating payment records for all included invoice lines, and sends it to the configured check printer. If the bank is not configured for check printing, this button displays as Post and only posts the check without printing.

Email Dialog

When emailing a check, a dialog opens with:

• To — Email addresses; defaults to the vendor’s contacts who have the “Requests Payments” flag set. Additional addresses can be typed in.
• Subject — Starts empty; enter the email subject.
• Message — Email body; starts empty.
• Save New Email Addresses — If checked, any new email addresses entered will be added as contacts on the vendor record.

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10. View AP Payment

Navigation: Accounts Payable → View AP Payment (or click any check number link throughout the module)

This screen displays the complete details of a posted check payment.

Check Header

Displays the check number, check date, payee name and address, bank account, Vendor ID, net cash, disbursement group, and comment. If the check has been voided, the Voided On date is shown and a Check Voided badge appears.

Check Line Items

A table of every invoice line included in this check:

Column	Description
Invoice #	Invoice number (clickable link to invoice view)
Invoice Date	Date of the invoice
Account	GL account credited
Description	Line description
Amount	Gross amount paid on this line
Discount Amount	Early-payment discount taken
Net Cash	Amount – Discount (actual cash outflow)

Actions

• Re-print Check — Re-print the check to both the configured PCL check printer and the copy printer.
• Email Check — Email the check to vendor contacts.
• Void Check — Opens the Void Check dialog to reverse the check posting.

Void Check

Voiding a check requires selecting a Void Date. The system will post reversing journal entries on that date, remove the payment from the invoice(s), and mark the check as voided. The voided invoices return to an unpaid status.

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11. Apply Prepayments

Navigation: Accounts Payable → Apply Prepayments (then select a vendor on that screen)

Use this screen to apply a vendor prepayment (advance payment or deposit paid to a vendor) against outstanding invoices for that vendor.

How it works

1. Select a vendor. The screen loads the vendor’s prepayment balance and all open invoices.
2. Review the Prepayment Balance shown at the top — this is the total credit available to apply.
3. For each invoice you want to pay using the prepayment, enter the amount in the Applied column of that invoice’s row. If you enter more than the invoice’s outstanding balance, the system shows a warning (“Applied amount exceeds invoice balance”) but does not block the entry.
4. The footer shows Prepayments Applied — the sum of all amounts entered — and Prepayments Available — the remaining prepayment balance.
5. Set the Posting Date for the application.
6. Click Apply Prepayments to post the application. The system reduces the prepayment balance and each invoice balance accordingly.

The applied total cannot exceed the available prepayment balance. The system will display a validation error if you try to over-apply.

Unapply Prepayments

Previously applied prepayments can be reversed using the Un-Apply Prepayments action.

Unapply Dialog

Field	Required	Description
Posting Date	Yes	Date for the reversal GL entries

Applied Prepayments Grid:

Column	Description
Posting Date	When the prepayment was originally applied
User	Who applied the prepayment
Invoice	The invoice the prepayment was applied to (clickable)
Posting Type	Type of posting
Amount	Dollar amount applied
(Checkbox)	Select which applications to reverse

Select one or more previously applied prepayment postings and click Unapply. The system:

1. Creates reversal entries that restore the prepayment balance.
2. Reverses the GL entries from the original application.
3. Returns the invoices to their previous unpaid or partially paid status.

Only active (non-reversed) prepayment applications can be unapplied.

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12. Key Off

Navigation: Accounts Payable → Key Off (then select a vendor on that screen)

Key Off is used to close out a set of open invoice balances that net to zero without issuing payment. This is typically used when multiple invoices for a vendor offset each other (e.g., a credit memo against an invoice) and the combined net balance is exactly $0.00.

How it works

1. Select a vendor. The screen loads the vendor’s financial summary and all open invoices.
2. The grid shows every unpaid invoice with its invoice number, date, due date, commitment date, total amount, amount paid, balance, available discount, and notes. Click any invoice number to view the invoice in a new tab.
3. Select the invoices to key off using the row checkboxes. The net balance of all selected invoices must equal exactly $0.00.
4. The footer shows the Selected Total — the combined balance of all selected invoices.
5. Click Key Off Selected to close the selected invoices. The system creates vendorInvoicePosting records to mark the invoices as keyed off. No GL entries are posted. These invoices will no longer appear in the unpaid invoice list or aging reports.

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13. Bank Reconciliation

Navigation: Accounts Payable → Bank Reconciliation

Bank Reconciliation matches the transactions posted in the General Ledger against the transactions appearing on your bank statement, allowing you to identify and resolve any discrepancies.

Setup

Field	Description	Required
Bank	The bank account to reconcile	Yes
Statement Ending Date	The ending date of the bank statement being reconciled	Yes

Click Begin to fetch all GL transactions for the selected bank up to the statement date.

Reconciliation Summary

At the top of the screen, the system displays:

• Statement Balance — Enter the ending balance from your bank statement here
• Beginning Bank Balance — The reconciled bank balance carried forward from the prior reconciliation
• Cleared Balance — Running total of the transactions you have marked as cleared
• Difference — The remaining gap; this must be $0.00 before you can post the reconciliation

Transaction List

The grid displays all GL transactions for the bank account within the reconciliation period. Transactions include checks, deposits, and any other entries posted to the bank’s GL account.

Column	Description
Transaction Date	Date the transaction was posted
Source	Module that generated the transaction (AP, AR, etc.)
Group	Disbursement group (for AP transactions)
Name	Transaction description or payee
Document Reference	Check number or other document reference
Reference	Additional reference information
Amount	Transaction amount
Running Book Balance	Running GL balance including this transaction
Running Bank Balance	Running reconciled bank balance including cleared transactions

Clearing Transactions

Check the Cleared checkbox on each row to mark transactions that appear on your bank statement. Deposit rows that group multiple receipts (for example Cash Receipts Posting deposits or Payroll Direct Deposit deposits) can be expanded to clear the individual line items within the deposit. AP checks appear as flat rows and are cleared as a single line.

As you clear transactions, the Cleared Balance and Difference values in the reconciliation summary update in real time. The Difference is the gap between the Cleared Balance and the Statement Balance you entered; clear transactions until the Difference is $0.00, which enables the Reconcile button.

Caution

Once a reconciliation is posted, the cleared transactions are marked reconciled and no longer appear in future reconciliations, so they cannot be re-cleared or uncleared.

Actions

• Reconcile — Completes the reconciliation. This button is enabled only when the Difference is $0.00, confirming the cleared transactions balance to the entered Statement Balance. It marks the cleared transactions as reconciled and records the reconciliation. No reconciling journal entries are created. The reconciled, cleared transactions then form the beginning balance for the next reconciliation period.
• Generate Report — Produces a printable PDF reconciliation report showing the beginning balance, cleared transactions, and ending balance.

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Previous Reconciliations

At the bottom of the Bank Reconciliation screen, click Previous Reconciliations to open the Previous Bank Reconciliations dialog. This dialog lists every reconciliation that has already been posted, most recently posted first.

Column	Description
Posted Date	The date and time the reconciliation was posted
Statement Ending	The statement ending date that was reconciled

Each row has an action icon that reprints the Bank Reconciliation Report as a PDF for that reconciliation, letting you regenerate the report for any prior period without re-running the reconciliation.

1. On the Bank Reconciliation screen, click Previous Reconciliations.

2. In the Previous Bank Reconciliations dialog, locate the reconciliation you want by its Posted Date or Statement Ending date.

3. Click the report icon on that row to open the Bank Reconciliation Report PDF for that reconciliation.

4. Click Close to dismiss the dialog.

Note

The same Bank Reconciliation Report is offered immediately after you post a reconciliation, via the Print Reconciliation Report button in the confirmation dialog. The Previous Reconciliations list is how you reprint that report later.

14. Process 1099s

Navigation: Accounts Payable → Process 1099s

The Process 1099s screen will be used to generate IRS 1099-MISC and 1099-NEC forms for vendors that require year-end tax reporting. This feature is currently under development and not yet fully functional.

Vendor 1099 Fields (Available Now)

Vendor records already support the fields needed for future 1099 processing:

Field	Description
Requires 1099	Checkbox on the vendor record indicating this vendor needs a 1099
1099 ID	The vendor’s Taxpayer Identification Number (TIN) or Employer Identification Number (EIN)
1099 Type	The type of 1099 form (MISC, NEC, etc.)

Ensure these fields are populated on vendor records so that when the full processing feature is released, vendor data is ready.

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15. AP Settings

Navigation: Accounts Payable → AP Settings

AP Settings is the administrative configuration screen for the module. Only users with AP settings update permission can modify values here. All fields save automatically when you leave them.

General Ledger Accounts

These account mappings are required and control where AP transactions post in the General Ledger.

Field	Description
Accounts Payable Account	The AP control account — all vendor invoice and payment activity flows through this account
Accrued Purchases Account	The accrual account used for commitment-date postings (accrual-basis purchases)
Earned Discount Account	The income account credited when early-payment discounts are taken
Prepayments Account	The liability account that holds vendor prepayment/advance balances

Bank Account Defaults

Field	Description
Pay Invoices Default Bank	The bank account pre-selected when opening the Pay Invoices screen
Issue Check Default Bank	The bank account pre-selected when opening the Issue Check screen

Check Printing Settings

Field	Description
Default PCL Check Printer	The check printer used for primary check printing
Default Copy Check Printer	The printer used for printing check copies
Require Inv Number on Issue Check	If checked, an invoice number is required before a check can be issued
Require Vendor on Issue Check	If checked, a vendor must be selected before a check can be issued
Print PDF Checks	If checked, checks are generated and distributed as PDF files rather than sent directly to a hardware printer

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Reference Data Tabs

The lower portion of AP Settings contains tabs for managing the reference lookup tables used throughout the module.

Vendor Terms

Define the payment terms that can be assigned to vendors and used when recording invoices.

Field	Description
Description	Display name for the terms (e.g., “Net 30”, “2/10 Net 30”, “Due on Receipt”)
Fixed # of Days	Number of days after the invoice date until payment is due (standard mode). Mutually exclusive with the EOM fields below — it appears only when Due Certain Day of Month is unchecked. (Grid column: Fixed Days.)
Discount Enabled	When checked, exposes the discount fields below. Discount terms apply only when this is enabled.
Discount Percent	Early-payment discount percentage offered (only when Discount Enabled is checked)
Discount Days	Number of days within which the discount can be taken (only when Discount Enabled is checked)
Due Certain Day of Month	Enable EOM-style terms mode, where the due date falls on a specific day of the month rather than a fixed number of days from the invoice date. When checked, the EOM fields below replace the Fixed # of Days field.
Day of Month Due	The day of the month payment is due (used with EOM-style terms)
Cutoff Days	Invoices dated after this day of the month roll to the following period (used with EOM-style terms)
Months to Add	Number of months to add beyond the current month when calculating the due date (used with EOM-style terms)

When a vendor has default terms set and you post an invoice for that vendor, the due date and available discount are automatically calculated from these values. For EOM-style terms, the system uses the cutoff day, months to add, and day of month due to determine the due date.

Vendor Pay Groups

Pay groups control how vendors are grouped during payment processing. Assigning vendors to pay groups allows you to process different categories of vendors (e.g., utilities vs. suppliers) in separate payment runs.

Field	Description
Description	Pay group name
Priority	The priority used to order pay groups during payment selection
Max Days Overdue	The maximum days-overdue threshold for this pay group, used during payment selection

Disbursement Groups

Disbursement groups define the batching parameters for payment runs and check issuance. Each group is associated with a specific bank account and payment method.

Field	Description
Description	Group name (e.g., “Weekly Checks”, “ACH Payments”, “Credit Card”)
Bank	The bank account used for this disbursement group

When processing a payment run or issuing a check, selecting a disbursement group automatically sets the bank account.

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16. Permissions

Access to each screen and action is controlled by role-based permissions. If a button is grayed out or a screen is unavailable, your account may not have the required permission. Contact your system administrator to request access.

Screen / Action	Permission Required
View vendors	Vendor – Read
Create / edit vendors	Vendor – Create / Update
Delete vendors	Vendor – Delete
Post invoices	Post Invoice
Edit unpaid invoices	Edit Vendor Invoice (Misc)
Pay invoices	Pay Invoices
Issue checks	Issue Check
Void checks	Void AP Payment (Misc)
Key off invoices	Key Off
Apply prepayments	Manage Prepayments
Unapply prepayments	Manage Prepayments
Process 1099s	Process 1099s (Misc)
Edit vendor invoice	Edit Vendor Invoice (Misc)
Vendor invoice adjustment	Pay Invoices (Misc)
Bank reconciliation	Bank Reconciliation
Edit AP settings	AP Settings – Update
Reprint AP checks	Reprint AP Checks (Misc)

Additionally, the close date in the General Ledger module controls posting to accounting periods that have been closed. If you attempt to post an invoice or check with a posting date in a closed period, the system will route the transaction to a password prompt or approval queue depending on the subledger’s close type configuration.

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17. Worked Examples

Example 1: Recording and Paying a Vendor Invoice

Scenario: Maria (AP Clerk) receives an invoice from FastPipe Supply for plumbing materials totaling $2,350.00 with Net 30 terms.

Step 1 — Record the invoice:

1. Navigate to Accounts Payable → Post Invoice.
2. Select Vendor = FastPipe Supply.
3. Enter Invoice Number = FPS-28841, Invoice Date = 02/01/2026, Invoice Amount = $2,350.00.
4. Due Date auto-calculates to 03/03/2026 (30 days from invoice date based on vendor’s Net 30 terms).
5. Add distribution lines:
   • Line 1: Ledger = Materials Expense, Amount = $2,150.00, Description = “Copper fittings”
   • Line 2: Ledger = Freight-In, Amount = $200.00, Description = “Freight charge”
6. Distribution total = $2,350.00 matches Invoice Amount. Click Post.

GL posting created:

Account	Debit	Credit
Materials Expense	$2,150.00
Freight-In	$200.00
AP Control		$2,350.00

Step 2 — Pay the invoice in a check run:

1. Navigate to Accounts Payable → Pay Invoices.
2. Select Disbursement Group = Weekly Checks, Bank = First National, Check Date = 02/21/2026.
3. The Unpaid Invoices grid shows FPS-28841 with Due Date 03/03/2026 and Balance $2,350.00.
4. Check the box next to the invoice. Applied Amount = $2,350.00.
5. Click Print Checks. The system generates Check #10452.

GL posting created:

Account	Debit	Credit
AP Control	$2,350.00
Cash		$2,350.00

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Example 2: Capturing an Early-Payment Discount

Scenario: Precision Mechanical receives a $5,000.00 invoice from Industrial Electric with terms 2/10 Net 30. Maria wants to capture the 2% discount by paying within 10 days.

Step 1 — Record the invoice:

1. Navigate to Post Invoice, select Vendor = Industrial Electric.
2. Invoice Number = IE-7720, Invoice Date = 02/05/2026, Amount = $5,000.00.
3. Vendor terms = 2/10 Net 30 → Due Date = 03/07/2026, Discount = 2%, Discount Days = 10.
4. Distribution: Ledger = Materials Expense, Amount = $5,000.00.
5. Click Post.

Step 2 — Pay within the discount window:

1. Navigate to Pay Invoices on 02/12/2026 (day 7 — within the 10-day window).
2. Select the disbursement group and bank.
3. Invoice IE-7720 shows a Discount of $100.00 in the read-only columns.
4. Check the invoice. The system auto-populates Approved Amount = $5,000.00, Approved Discount = $100.00, Approved Net = $4,900.00.
5. Click Print Checks.

GL posting created:

Account	Debit	Credit
AP Control	$5,000.00
Cash		$4,900.00
Earned Discounts		$100.00

Result: Precision Mechanical saves $100.00 by paying 18 days early. The discount is tracked in the Captured Discounts chart on the AP Dashboard.

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Example 3: February Bank Reconciliation

Scenario: Sarah (Controller) reconciles the operating bank account for February 2026. The bank statement shows an ending balance of $142,850.00.

Step 1 — Load the reconciliation:

1. Navigate to Accounts Payable → Bank Reconciliation.
2. Select Bank = First National Operating, Statement Ending Date = 02/28/2026.
3. Click Begin.
4. Opening Book Balance = $138,200.00, Opening Bank Balance = $138,200.00 (from January reconciliation).

Step 2 — Clear transactions:

1. The transaction grid shows 47 items: 38 checks, 6 deposits, and 3 bank fees.
2. Working through the bank statement, Sarah checks Cleared on each matching transaction:
   • Check #10448 to FastPipe Supply, $1,875.00 — ✓ Cleared
   • Check #10449 to ABC Electric, $3,200.00 — ✓ Cleared
   • Check #10452 to FastPipe Supply, $2,350.00 — ✓ Cleared (from Example 1)
   • …continue for all items on the statement
3. Two checks remain uncleared (outstanding): #10450 ($750.00) and #10451 ($1,200.00) — not yet cashed by the vendors.

Step 3 — Enter statement balance and verify:

1. Enter Statement Balance = $142,850.00.
2. Cleared Balance shows $142,850.00 and the Difference is $0.00 — it matches the statement. The two uncleared (outstanding) checks are not included in the Cleared Balance.
3. Reconciliation summary:
   • Opening Balance: $138,200.00
   • Plus Deposits Cleared: +$12,600.00
   • Less Checks Cleared: -$7,950.00
   • Ending Balance: $142,850.00

Step 4 — Post:

1. Click Reconcile.
2. Click Generate Report to produce a PDF reconciliation report for the files.

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18. Business Rules

Rules are grouped by category. Each rule has an ID for cross-referencing.

Constraints

• BR-AP-C1: Distribution Balance — Sum of distribution line amounts must equal the Invoice Amount header.
• BR-AP-C2: Closed Period Handling — Invoices/checks with a posting date in a closed GL period are routed to a password prompt or approval queue depending on the subledger’s close type configuration.
• BR-AP-C3: Hold Invoice — The Hold Invoice flag is a UI-level indicator only. The auto-select process in Pay Invoices filters by due date and unpaid status; it does not filter by hold status. Hold is enforced through manual review in the UI, not by the server.
• BR-AP-C4: Invoice Edit Restrictions — After posting, only the commitment date and notes can be edited on a vendor invoice. Financial fields (amount, GL distributions) are locked.

Automations

• BR-AP-A1: Default GL Distribution — Vendor’s default GL accounts auto-populate distribution lines on new invoices.
• BR-AP-A2: Due Date Calculation — Due date auto-calculates from the vendor’s payment terms (e.g., Net 30 = 30 days from invoice date).
• BR-AP-A3: Discount Auto-Apply — The discount amount is applied based on the stored discount amount from the invoice record; the server does not compare the payment date against the discount days window. The discount is credited to the configured Earned Discounts account.
• BR-AP-A4: Check Number Sequence — Check numbers auto-assign from the bank account’s sequence if left blank.
• BR-AP-A5: Adjustment Reversal — Vendor invoice adjustments create additional GL posting detail entries that modify the invoice balance without altering the original posting.

Workflows

• BR-AP-W1: Void Reversal — Voiding a check creates reversing GL entries, removes the payment from linked invoices, and returns invoices to unpaid status.
• BR-AP-W2: Key Off — Key Off closes a set of selected invoices whose net balance equals exactly $0.00 by creating vendorInvoicePosting records. No GL entries are posted.
• BR-AP-W3: Unapply Prepayment — Unapplying a prepayment creates reversal GL entries, restores the prepayment balance, and returns invoices to their previous unpaid status.

Cross-Module Effects

• BR-AP-X1: PO Receipt Linkage — PO receivings in Inventory can reference AP vendor invoices; PO line items pre-populate distribution lines.
• BR-AP-X2: Job Cost Distribution — Invoice lines distributed to jobs create job cost entries in Job Costing, updating Actual vs. Estimate.
• BR-AP-X3: Bank Reconciliation Feed — Posted checks appear on the bank’s GL account for reconciliation against the bank statement.

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19. Troubleshooting / FAQ

Q: I can’t save a vendor invoice — “distribution does not balance.” The sum of distribution line amounts must exactly equal the Invoice Amount in the header (BR-AP-C1). Check each line and verify the total matches.

Q: The system flags my posting date as “closed period.” The posting date falls within a closed GL period (BR-AP-C2). Depending on the subledger’s close type configuration, you will be prompted for a password override or the transaction will be routed to an approval queue. Alternatively, use a posting date in the current open period.

Q: An invoice is missing from the Pay Invoices grid. Confirm the invoice’s due date falls within the date range you’re filtering by and that the invoice is unpaid. Note that the Hold Invoice flag is a UI-level indicator only and does not exclude invoices from the auto-select process (BR-AP-C3).

Q: I missed the early-payment discount window. The discount amount is populated from the stored value on the invoice record regardless of the current date; the server does not enforce the discount window. The discount amount can be edited on the payment line. Verify with your controller before applying a discount outside the intended terms window.

Q: The bank reconciliation won’t balance. Ensure you’ve cleared every transaction that appears on your bank statement. Common misses: bank fees, interest credits, and direct debits that don’t have matching check records. Enter the exact Statement Balance from the bank statement. The Cleared Balance must match the Statement Balance (Difference = $0.00) before you can post.

Q: I voided a check — what happens to the invoice? Voiding a check creates reversing GL entries, removes the payment from the linked invoices, and returns those invoices to unpaid status (BR-AP-W1). The invoices will reappear in the Pay Invoices grid for re-payment.

Q: How do I close out invoices that net to zero? Use the Key Off function. Select all invoices whose combined net balance equals exactly $0.00, and click Key Off Selected. The system creates vendorInvoicePosting records to close them; no GL entries are posted (BR-AP-W2).

Q: How do I adjust a vendor invoice after it’s been posted? Navigate to Pay Invoices, find the invoice, and select Post Adjustment to Invoice from the row menu. Enter a posting date and one or more adjustment lines with GL accounts and amounts (BR-AP-A5). The adjustment modifies the invoice balance without changing the original posting.

Q: How do I unapply a prepayment that was applied to the wrong invoice? Navigate to Apply Prepayments for the vendor and use the Un-Apply Prepayments action. Select the prepayment applications you want to reverse, enter a posting date, and click Unapply. The prepayment balance is restored and the invoices return to unpaid status (BR-AP-W3).

Q: The Edit button on a vendor invoice is grayed out — I can’t edit it. Editing a posted vendor invoice requires the editVendorInvoice permission. Check your role permissions. Also note that only the commitment date and notes can be edited after posting — financial fields are locked (BR-AP-C4).

Q: How do I process 1099s for year-end? The Process 1099s feature is currently under development. In the meantime, ensure all vendors that require 1099 reporting have Requires 1099 checked, a valid 1099 ID, and the correct 1099 Type on their vendor record so data is ready when the feature is fully released.

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20. Tips & Notes

Recording a vendor invoice

1. Navigate to Post Invoice (or open the vendor and click Post Invoice).
2. Enter the invoice number, date, and total amount.
3. Confirm or adjust the due date (auto-calculated from vendor terms).
4. Add distribution lines to allocate the expense to the correct GL accounts.
5. Click Post to post. Use Post & Reuse Vendor if you have multiple invoices to enter for the same vendor.

Processing a weekly check run

1. Navigate to Pay Invoices.
2. Select your disbursement group and confirm the bank account and check date.
3. Review the unpaid invoices grid. Note the Discount column to identify invoices that carry an early-payment discount.
4. Select the invoices to include using the checkboxes or Select All.
5. Click Print Checks (or Pay ACH). The system creates the payment run, generates check records, posts payment entries to the GL, and prints every check in the run at once.
6. The Email Checks dialog then opens automatically so you can email the run’s checks to vendor remittance contacts. To reprint or re-email an individual check later, use View AP Payment.

Issuing a one-off check

1. Navigate to Issue Check (or open the vendor and click Issue Check).
2. Select the vendor, bank, and disbursement group.
3. Enter the check date.
4. Add the invoice(s) to pay on the allocation lines.
5. Click Post and Print Check to post and print the check in a single step. If the bank is not configured for check printing, click Post to post only.

Capturing an early-payment discount

When paying invoices (either through Pay Invoices or Issue Check), invoices with a stored discount show an amount in the Discount column. To capture it:

• In Pay Invoices: Check the invoice and the system will populate the discount from the stored discount amount on the invoice.
• In Issue Check: The discount amount is auto-filled from the invoice’s stored discount only when the payment date falls within the vendor’s discount window (invoice date plus the vendor terms’ discount days); outside that window — or when the vendor’s terms have discounts disabled — it is filled with 0.00. In either case the value can be edited in the Discount Amount column. (In Pay Invoices, by contrast, checking an invoice fills the stored discount with no window check.)

Applying a vendor prepayment

1. Post the advance payment as an invoice with a prepayment designation (consult your system administrator on how prepayments are classified in your workflow).
2. Navigate to Apply Prepayments for the vendor.
3. Enter amounts against open invoices up to the available prepayment balance.
4. Click Apply Prepayments to post.

Editing a Vendor Invoice

1. Navigate to the View Vendor Invoice screen for the invoice you need to modify.
2. Click the Edit button (requires editVendorInvoice permission).
3. Update the Commitment Date and/or Notes as needed.
4. Click Save. Only these two fields can be edited after posting — use an Adjustment if you need to change financial amounts.

Unapplying a Prepayment

1. Navigate to Accounts Payable → Apply Prepayments for the vendor.
2. Click the Un-Apply Prepayments action.
3. Select the prepayment applications you want to reverse using the checkboxes.
4. Enter a Posting Date for the reversal entries.
5. Click Unapply. The prepayment balance is restored and the invoices return to their previous status.

Reconciling the bank account

1. Obtain your monthly bank statement.
2. Navigate to Bank Reconciliation, select the bank, and enter the statement ending date.
3. Click Begin.
4. Work through the transaction list, checking Cleared for every transaction that appears on your bank statement.
5. Enter the Statement Balance from the bank statement.
6. Continue clearing until the Cleared Balance matches the Statement Balance (Difference = $0.00).
7. Click Reconcile to complete.